City of Houston Employee Self- Service Training …

City of Houston Employee Self- Service Training Guide

Table of Contents

ESS OVERVIEW ----------------------------------------------------------------------------------------------------------------------------------------- 3

SECTION OBJECTIVES----------------------------------------------------------------------------------------------------------------------------------- 3

EMPLOYEE SELF-SERVICE OVERVIEW------------------------------------------------------------------------------------------------------------ 4

ACCESSING ESS ---------------------------------------------------------------------------------------------------------------------------------------- 4 What is a Portal? ------------------------------------------------------------------------------------------------------------------------------- 4

WELCOME TO THE NEW SAP EMPLOYEE SELF- SERVICE (ESS)------------------------------------------------------------------------------------- 5 SAP Employee Self-Service Logon ---------------------------------------------------------------------------------------------------------- 6 Security -------------------------------------------------------------------------------------------------------------------------------------------- 7

RESOLVE BASIC ISSUES --------------------------------------------------------------------------------------------------------------------------------- 7

MY SELF -------------------------------------------------------------------------------------------------------------------------------------------------- 9

SECTION OBJECTIVES----------------------------------------------------------------------------------------------------------------------------------- 9 EMPLOYEE PROFILE OVERVIEW --------------------------------------------------------------------------------------------------------------------- 10 PERSONAL PROFILE----------------------------------------------------------------------------------------------------------------------------------- 11

Edit Personal Data---------------------------------------------------------------------------------------------------------------------------- 12 Adding Addresses ----------------------------------------------------------------------------------------------------------------------------- 12 Communications ------------------------------------------------------------------------------------------------------------------------------ 13 Family Members / Dependents ----------------------------------------------------------------------------------------------------------- 14 Bank Information ----------------------------------------------------------------------------------------------------------------------------- 15 VIEW MY DATES ------------------------------------------------------------------------------------------------------------------------------------- 16

PAYROLL INFORMATION -------------------------------------------------------------------------------------------------------------------------- 17

SECTION OBJECTIVES--------------------------------------------------------------------------------------------------------------------------------- 17 MY TIME _ KRONOS ------------------------------------------------------------------------------------------------------------------------------- 18

Time and Leave Statement----------------------------------------------------------------------------------------------------------------- 19 Requesting Time-OFF ------------------------------------------------------------------------------------------------------------------------ 19 CLOCK HELP ------------------------------------------------------------------------------------------------------------------------------------------ 20 Time Clock for Pin Punch Employees ---------------------------------------------------------------------------------------------------- 20 Time Clock for Badge Swipe Employees ------------------------------------------------------------------------------------------------ 20 Time Stamp and Quick Time Stamp Employees -------------------------------------------------------------------------------------- 21 KRONOS HELP ---------------------------------------------------------------------------------------------------------------------------------------- 21 COH- Electronic Time Keeping Policy ---------------------------------------------------------------------------------------------------- 21 City of Houston- Kronos Password Policy----------------------------------------------------------------------------------------------- 22 Kronos Employee Manual ------------------------------------------------------------------------------------------------------------------ 22 MY PAY ----------------------------------------------------------------------------------------------------------------------------------------------- 23 Pay Statement Overview ------------------------------------------------------------------------------------------------------------------- 23 W-4 Tax Withholding ------------------------------------------------------------------------------------------------------------------------ 24 W-4 Tax Form---------------------------------------------------------------------------------------------------------------------------------- 25

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City of Houston Employee Self- Service Training Guide

Table of Contents

MY BENEFITS------------------------------------------------------------------------------------------------------------------------------------------ 27

SECTION OBJECTIVES--------------------------------------------------------------------------------------------------------------------------------- 27 BENEFITS PARTICIPATION OVERVIEW --------------------------------------------------------------------------------------------------------------- 28 BENEFITS ENROLLMENT------------------------------------------------------------------------------------------------------------------------------ 28 OPEN ENROLLMENT STEPS -------------------------------------------------------------------------------------------------------------------------- 29

Benefits Enrollment- Anytime Changes ------------------------------------------------------------------------------------------------- 30 PLAN INFORMATION - MEDICAL -------------------------------------------------------------------------------------------------------------------- 31

Choice Fund Open Access Plus HRA ------------------------------------------------------------------------------------------------------ 32 Limited Network ------------------------------------------------------------------------------------------------------------------------------ 32 Open Access------------------------------------------------------------------------------------------------------------------------------------ 33 Medical - Enrollment FAQ's --------------------------------------------------------------------------------------------------------------- 33 Medical ? Open Enrollment Presentation ---------------------------------------------------------------------------------------------- 35 PLAN INFORMATION - LIFE INSURANCE ------------------------------------------------------------------------------------------------------------ 36 Voluntary Life Calculator ------------------------------------------------------------------------------------------------------------------- 36 Insurance ? Voluntary Disease Discount ----------------------------------------------------------------------------------------------- 36 PLAN INFORMATION - FSA -------------------------------------------------------------------------------------------------------------------------- 37 PLAN INFORMATION - RETIREMENT----------------------------------------------------------------------------------------------------------------- 37 Municipal --------------------------------------------------------------------------------------------------------------------------------------- 37 PLAN INFORMATION - RETIREMENT----------------------------------------------------------------------------------------------------------------- 38 HFD ----------------------------------------------------------------------------------------------------------------------------------------------- 38 PLAN INFORMATION - RETIREMENT----------------------------------------------------------------------------------------------------------------- 39 HPD----------------------------------------------------------------------------------------------------------------------------------------------- 39 VISION AND DENTAL ? BLOCK VISION -------------------------------------------------------------------------------------------------------------- 39 VISION AND DENTAL ? UHC DENTAL--------------------------------------------------------------------------------------------------------------- 40 BENEFIT FORMS ? ------------------------------------------------------------------------------------------------------------------------------------ 41 Death Benefit Term Pay--------------------------------------------------------------------------------------------------------------------- 41 Medical History Questionnaire------------------------------------------------------------------------------------------------------------ 41 Financial Dependency ----------------------------------------------------------------------------------------------------------------------- 42

MY CAREER AND DEVELOPMENT --------------------------------------------------------------------------------------------------------------- 43

HEAR, -------------------------------------------------------------------------------------------------------------------------------------------- 43 NeoGov ------------------------------------------------------------------------------------------------------------------------------------------ 44

GENERAL ----------------------------------------------------------------------------------------------------------------------------------------------- 45

MY LEARNING ---------------------------------------------------------------------------------------------------------------------------------------- 46 EMPLOYEE ASSISTANCE PROGRAM------------------------------------------------------------------------------------------------------------------ 47 WELLNESS PROGRAM INFORMATION --------------------------------------------------------------------------------------------------------------- 47 POLICY AND FORMS ---------------------------------------------------------------------------------------------------------------------------------- 48

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City of Houston Employee Self- Service Training Guide

ESS Overview

Section Objectives At the end of this section, you should be able to:

Describe SAP Employee Self-Service Understand the New Functionality Access ESS through the Portal

-Portal Definition -Logon Requirement - Security Resolve Basic Issues Navigate in ESS

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City of Houston Employee Self- Service Training Guide

Employee Self-Service Overview ? Employee Self-Service (ESS) gives you the ability to process many of your own job-related tasks and changes to your personal information ? It lets you easily perform such tasks as: updating personal information, viewing your salary statement, and verifying the benefits in which you are enrolled.

Accessing ESS You access ESS through a Portal from an internal company website, which uses the power and simplicity of your Operating System (Windows) and Internet Explorer 9 or 10 browser Please Note: Other browsers may work, HOWEVER the COH only supports Internet Explorer.

Once the system is operative, you will be able to directly access ESS by using the following link:

What is a Portal? ? Generally speaking, a Portal is a web-based interface that allows people and organizations to access and exchange information on line. ? Employee Self-Service and Manager's Self-Service are key HR tools delivered thru the COH Portal.

This Portal page will appear once you have clicked on the ESS link from the City of Houston Internet Welcome page.

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City of Houston Employee Self- Service Training Guide

Welcome to the New SAP Employee Self- Service (ESS)

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City of Houston Employee Self- Service Training Guide

SAP Employee Self-Service Logon

Already a COH SAP User: 1. Go to portal. (Click on link for ESS) 2. Enter your City-assigned SAP user id, which is E plus your six digit employee number. (i.e., E123456) 3. Enter your current SAP password.

Never used COH SAP before: 1. Go to portal. (Click on link for ESS) 2. Enter your City-assigned SAP user id which is E plus your six digit employee number. (i.e., E123456) 3. Enter your initial password. This will be a randomly assigned password sent to your COH email account. Cut and Paste this password into the Password field. This initial password will expire 14 days after the go-live date. So, if possible please login immediately. You will be prompted to change the password after entering the initial password. 4. Be sure to follow the password guidelines.

You do not have a COH Email Account: 1. Simply click on the link for the original ESS. You will see a link to get your temporary password. 2. Copy the new password (CTRL +C) and Go to portal. (Click on link for ESS) 3. Enter your City-assigned ESS user id which is E plus your six digit employee number. (i.e.,

E123456) 4. Paste the temporary password (CTRL +V) You will be prompted to create a new password. 5. Be sure to follow the password guidelines

PASSWORD GUIDELINES Your password must be at least eight (8) characters long. Your password must contain at least one character from each of the following three classes:

Lower Case Letter Numeric Character Non-alphanumeric ("special characters") such as !, #, $, etc. Creating a "pass phrase" is one way that helps to memorize a complex password. For Example: Use lines from a childhood verse: Verse Line: Yankee Doodle went to town Password: Ydw2#twn (Do Not use this, ONLY an example)

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City of Houston Employee Self- Service Training Guide

Security

For some pages you may have the ability to update information. For other pages, you may only be able to view the information without making changes. What you are able to do in the system will be determined by your security profile which details the type and level of access you are granted. You are responsible for any system access using your User ID and Password. To protect this information always exit out of ESS when leaving your terminal.

Resolve Basic Issues ? Clearing Cache On the occasions when SAP is updated, you might experience difficulty in accessing ESS. When this occurs, you should ALWAYS clear cache prior to reporting it as a problem. Go to the Internet explorer Menu bar and follow these steps to clear your cache: Tools/Internet Options/Delete Temporary Internet files ? ? Resolution Errors_ In some older computers, the lanes may appear to be overlapping. This may be caused by your screen resolution. To fix, go to: Control Panel/ Appearance and Personalization/ Display/ Adjust Resolution/ Change the resolution to 1280 by 1024

If you are prevented from getting into the portal due to Pop Ups. Follow these steps: In IE, Go to Tools>Internet Options>Privacy>Settings Then type in and click on Add

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? City of Houston Employee Self- Service Training Guide

ESS Navigation Once you have entered your credentials on the Portal page, the ESS Landing Or Home Page will open. This screen is the ESS Main Menu where all the service areas are accessed using links, tabs or buttons

Landing Page

This page is under construction

The Employee Self Service tab is where all of your services are located. SAP ESS, navigation is simple and easy with a drill down OR expandable folder portal style navigation. Each level is separated by a triangle, pointing right to signify an expandable folder or down to represent a level that has been expanded. In the left side-navigation panel, when you click the expand triangle of a folder, it opens up, displaying its sub-items, but when one clicks on the text itself, the first Iview / page under the folder is automatically triggered and opens up.

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